As Business Analysts, one of the most valuable things we do is bring stakeholders together to define and agree requirements. Workshops are one of the best ways to do this, they create shared understanding, reduce miscommunication, and help uncover insights that 1-1 interviews may miss.

But running an effective workshop isn’t as simple as booking a room. Without structure, preparation, and the right techniques, workshops can quickly descend into unproductive discussions or leave stakeholders feeling unheard.

Here’s a practical guide to running requirements elicitation workshops that are structured, inclusive, and productive, whether in person or online. Stay tuned till the end, where I’ve included a downloadable resource: 20 Essential Workshop Techniques you can start using right away.

1. Know Your Participants

A successful requirements workshop depends on understanding who is in the room and why they are there. Different stakeholders bring different perspectives: subject matter experts contribute technical knowledge, end-users highlight pain points, and sponsors focus on strategic or business objectives. If you treat everyone the same, you risk missing critical insights or creating misalignment between groups.

Taking time beforehand to learn about participants’ roles, responsibilities, and expectations allows you to shape questions that resonate with them. It also helps you anticipate areas of tension or conflicting priorities, making it easier to manage discussions productively during the session.

💡Tip: Build a simple participant profile list with names, roles, and goals. Use this to guide both your facilitation approach and the techniques you select for the workshop.

2. Draft a Clear Agenda

An agenda acts as the blueprint for your workshop. It signals what will be covered, when, and why. This helps participants come prepared and ensuring the session stays on track. Without it, discussions can easily drift, leaving important topics unfinished or overlooked. A structured agenda also reassures stakeholders that their time will be used effectively.

💡Tip: Always share the agenda in advance and include time allocations for each section. This keeps discussions balanced and prevents any single voice from dominating.

💡Tip 2: Also, ensure to confirm with the project sponsor to gain buy-in and co-operation on the agenda

3. Share Pre-Reads and Tools in Advance

Workshops are far more productive when participants arrive with the right context. Sending pre-reads — such as background documents, problem statements, or draft user journeys — allows stakeholders to reflect beforehand, making discussions richer and more focused. Without this preparation, valuable workshop time is often wasted on bringing people up to speed.

It’s equally important to introduce any tools that will be used, whether physical (templates, sticky notes) or virtual (collaboration platforms). Many people disengage when they feel unfamiliar with the setup. A short introduction in advance builds confidence and ensures everyone can participate fully.

💡Tip: Share a “workshop pack” 2–3 days before the session, including the agenda, pre-reads, and short guides to any tools. This sets expectations and avoids delays on the day.

4. Set Up the Room (or Virtual Space)

The environment you create has a direct impact on how engaged participants will be. For physical workshops, this means making sure the room is comfortable, seating is arranged to encourage collaboration, and materials like flipcharts, markers, and sticky notes are ready. A well-prepared space signals professionalism and helps participants focus on the discussions instead of logistics.

In virtual sessions, preparation is just as critical. Invitations, permissions, breakout rooms, and tool access should all be tested in advance. Even a minor technical glitch can disrupt flow and reduce momentum. By removing these barriers ahead of time, you create an environment where participants can focus fully on sharing insights and making decisions.

💡Tip: Always run a quick dry run, check the room layout if in person, or test the platform functions (chat, polls, whiteboards) if online. Small details prevent big disruptions.

Photo by Christina Morillo – Pexels

5. Start with Ground Rules

Setting ground rules at the beginning of a workshop establishes trust and structure. They create a safe environment where stakeholders feel comfortable sharing openly while ensuring discussions remain respectful and productive. Principles like the Chatham House Rule (insights can be shared, but not attributed) encourage candour, while timekeeping and “one voice at a time” rules prevent the conversation from being dominated by a few.

Ground rules also give the facilitator authority to bring discussions back on track. When conversations drift or become heated, you can reference the agreed principles to refocus the group without appearing biased. This ensures the workshop remains constructive and participants feel their time is well spent.

💡Tip: Display the ground rules on a slide or flipchart throughout the session. It keeps them visible and easy to reinforce when needed.

6. Use Varied Techniques

Not all workshops — or participants — are the same, so one technique will rarely work for every situation. To keep energy high and insights flowing, mix different methods depending on the objectives. For example, brainstorming or sticky notes are great for generating ideas, while fishbowls and marketplaces encourage deeper discussion. Breakout groups work well when you need focused input before bringing everyone back together.

Flexibility is key. Attendance can change on the day, or some stakeholders may engage more with visual approaches than verbal ones. By preparing a variety of techniques and being ready to adapt, you can ensure the session meets its goals while giving every participant a way to contribute meaningfully.

💡Tip: Match the technique to both the workshop goal and the stakeholder type. For example, use visual methods with end-users and structured prioritisation tools with sponsors.

7. Reinforce Outcomes in Real Time

One of the easiest ways for requirements to be misunderstood is if agreements are left vague until after the workshop. Instead, capture and validate outcomes as they emerge. Summarising key points during the session ensures everyone has the same understanding and provides an opportunity to correct misinterpretations immediately. This avoids rework later and helps build confidence in the process.

Real-time reinforcement also keeps participants engaged. When stakeholders see their input acknowledged and reflected back accurately, they are more likely to stay committed to decisions. It also allows the group to quickly identify priorities, trade-offs, or gaps before the session ends.

💡Tip: Use visual aids like MoSCoW charts, dot voting boards, or digital canvases to confirm priorities live. It makes decisions tangible and easier to validate collectively.

8. Send a Summary Pack

You should always follow up a workshop with a clear summary pack. Try to capture the key outcomes, prioritised requirements, and any unresolved questions while the discussions are still fresh. Sending this promptly reassures participants that their input has been valued and prevents misunderstandings later. Without it, stakeholders may leave unsure of what was agreed or whether the workshop achieved anything.

Try to keep the summary practical and easy to digest. You should include actions, owners, and deadlines so accountability is built in from the start. This way, the pack becomes a reference point that keeps momentum going and ensures the decisions made in the room translate into real progress.

💡Tip: Aim to send the summary within 24–48 hours. Keep it concise but clear, and flag any points that still need validation.

Photo by Polina Tankilevitch

Final Note💡

Running a requirements elicitation workshop is more than just gathering people in a room, it’s about creating an environment where every voice is heard, insights are captured, and outcomes are clear. By preparing thoroughly, using varied techniques, and following up effectively, you set the stage for workshops that not only gather requirements but also build trust and alignment across stakeholders.

🧰 Download: 20 Techniques Every BA Should Know
If you want a step-by-step reference, I’ve built a PDF that summarises 20 essential facilitation techniques, with examples and tips for each. Keep it handy for planning your next workshop.